Our core value is simple: Your Data Stays Yours. We don't sell your data. We don't run ads. We earn our revenue from software licenses — nothing else.
This Privacy Policy explains what information Ashulabs ("we", "us", "our") collects when you use our website (ashulabs.com) and products, how we use it, and what choices you have. We've written this in plain English because we believe you shouldn't need a lawyer to understand how your data is handled.
1. Information We Collect
Account Information
When you sign up for any of our products, we collect basic details to create and manage your account:
Name, email address, and phone number
Organisation or business name
Billing address (if applicable)
Product-Specific Data
The data stored within each product depends on how you use it:
Healthcare Management System (HMS): Patient records, appointment schedules, billing data, and clinical notes — entered and managed by your facility's staff.
School ERP (MSLS): Student profiles, attendance records, fee details, timetables, and academic data — entered and managed by your school's administrators and teachers.
Retail POS: Product inventory, sales transactions, customer purchase history, and staff information — entered and managed by your business.
Website Design Services: Project requirements, brand assets, content, and communication history you share with us during the design process.
Usage Data
We automatically collect limited technical data when you interact with our products:
Pages visited and features used
Browser type, device type, and operating system
IP address and approximate location (country/city level)
Error logs and performance metrics
Website Analytics & Session Recording
On ashulabs.com we run Umami, a self-hosted analytics tool, on our own server at analytics.ashulabs.com. It counts page views and records how visitors move through our pages — clicks, scrolling, and mouse movement — so we can find confusing or broken parts of the site. This data stays on our infrastructure and is not shared with Google, advertising networks, or any other third party. We use it only to improve the website, never to build advertising profiles.
Payment Information
When you purchase a license or subscription, your payment is processed by a third-party payment gateway. We do not store your full credit/debit card number, CVV, or bank account details on our servers. We only retain a transaction reference and billing summary for our records.
2. How We Use Your Information
We use the information we collect for the following purposes:
Service Delivery: To set up your account, run your chosen product, and provide the features you signed up for.
Communication: To send you important updates about your account, respond to support requests, and notify you of service changes. We won't spam you with marketing emails unless you opt in.
Product Improvement: To understand how our products are used, fix bugs, and build better features. We use aggregated, anonymised usage data for this — not your personal or business data.
Security: To detect and prevent fraud, abuse, and unauthorised access.
Legal Obligations: To comply with applicable laws and regulations, if required.
3. Data Storage & Security
Your data is hosted on secure infrastructure located in India. We take the following measures to protect it:
All data is encrypted in transit (TLS/SSL) and at rest.
Access to production systems is restricted to authorised personnel only, with multi-factor authentication.
We perform regular backups and have disaster recovery procedures in place.
We conduct periodic security reviews and apply patches promptly.
No system is 100% immune to threats. If we ever discover a data breach that affects your information, we will notify you as soon as reasonably possible.
4. Data Sharing
We do not sell, rent, or trade your personal data to anyone. Period.
We only share data with third parties in these limited situations:
Payment Processors: To process your payments securely (e.g., Razorpay or similar gateways).
Essential Service Providers: Infrastructure and hosting providers that help us run our services. These providers are bound by confidentiality agreements and only process data on our behalf.
Legal Requirements: If required by law, court order, or government authority, we may disclose data. We will notify you if legally permitted to do so.
We do not use advertising networks, data brokers, or any third-party tracking that profiles you for ad targeting.
5. Healthcare Data
We understand that healthcare data is among the most sensitive information there is. Here is how we handle it:
Patient data entered into our Healthcare Management System (HMS) is stored on a per-facility basis. Each facility's data is logically separated.
We do not access, view, or analyse patient data unless you explicitly grant us permission — for example, to resolve a technical support issue you've reported.
Your patient data belongs to your facility. We are a technology provider, not a healthcare provider. We do not use patient data for research, analytics, marketing, or any purpose beyond running the software for you.
If you choose to stop using HMS, you can export all your data before account closure.
6. Student Data
Schools trust us with information about their students, and we take that responsibility seriously:
All student and school data entered into our School ERP (MSLS) belongs to the school. We don't own it, and we don't use it.
We do not mine, analyse, or repurpose student data for any reason outside of delivering the MSLS service to your school.
Access to school data within our systems is strictly limited and logged.
Schools can export their data at any time and request deletion upon termination of their account.
7. Cookies
We keep cookie usage to a minimum. Here is what we use:
Session Cookies: These keep you logged in while you use our products. They expire when you close your browser or after a set period of inactivity.
Website Analytics: Our self-hosted analytics and session recording (described in section 1) help us understand how visitors use ashulabs.com. They do not use third-party cookies and are not used to identify you or track you across other websites.
We do not use third-party advertising cookies or cross-site tracking cookies.
8. Your Rights
You have the following rights regarding your data:
Access: You can request a copy of the personal data we hold about you.
Correction: You can ask us to correct any inaccurate information.
Deletion: You can request that we delete your account and associated personal data. We will comply unless we are legally required to retain certain records.
Data Export: You can export your data from our products in standard formats at any time.
Withdraw Consent: If you previously opted in to marketing communications, you can opt out at any time.
To exercise any of these rights, email us at support@ashulabs.com. We will respond within 30 days.
9. Data Retention
We retain your data only for as long as it is needed:
Active accounts: Your data is retained for as long as your account is active and you are using our services.
Closed accounts: After you close your account, we delete your personal data within 90 days, unless we need to retain certain records for legal, tax, or audit purposes.
Backups: Residual copies in encrypted backups are overwritten on a rolling cycle and are not used for any active purpose.
Usage logs: Anonymised usage data may be retained indefinitely for product improvement, but it cannot be linked back to you.
10. WhatsApp Business Messaging
We use the WhatsApp Business Platform to message customers who have asked us to. This section explains what that involves; the rest of this policy applies to it as well.
What we collect on WhatsApp
Your phone number and the WhatsApp profile name your account presents.
The content of messages you exchange with us, including any files or images you send.
Delivery and read status reported back by WhatsApp, and the time each message was sent.
A record of your opt-in — when you gave it, and how (a web form, an in-product checkbox, or by messaging us first).
Why we use it
Transactional messages you asked for — order, appointment, invoice, ticket and delivery updates.
Customer support, when you start a conversation with us.
Product or promotional messages — only where you separately opted in, and never as a condition of using our software.
We do not use WhatsApp data for advertising, we do not build advertising profiles from it, and we do not sell it. The commitments in Data Sharing cover this channel too.
Your consent
We message you on WhatsApp only after you opt in, and opting in is always a deliberate act — ticking a box that starts unticked, submitting a form, or messaging us first. We keep a record of that opt-in so we can evidence it if asked.
How to stop
Reply STOP to any message from us on WhatsApp and we will stop sending them. You can also email support@ashulabs.com or block our number. Stopping promotional messages never affects your access to our products; where something is strictly transactional, such as a security notice, we may still need to reach you by email.
WhatsApp's own role
WhatsApp is operated by Meta. When you message us there, your message passes through Meta's systems, and Meta's own privacy terms govern that transit independently of this policy — we do not control them. We will never make WhatsApp the only way to reach us; email and phone remain open. Meta's terms are at whatsapp.com/legal/privacy-policy.
How long we keep it
We retain WhatsApp conversations for as long as they serve the purpose they were sent for, and no longer than 24 months after the last message — unless a longer period is required by law, such as tax or invoicing records, or the conversation forms part of an unresolved dispute. Opt-in and opt-out records are kept for as long as we message you, plus the period for which we must be able to evidence your consent.
You can ask us to delete your WhatsApp conversation history at any time — see Your Rights.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we make significant changes, we will:
Update the "Last updated" date at the top of this page.
Notify you by email or through a notice in our products, if the changes are material.
We encourage you to review this page periodically. Your continued use of our services after changes are posted means you accept the updated policy.
12. Contact Us
If you have any questions, concerns, or requests about this Privacy Policy or how we handle your data, reach out to us:
We are a small team without a sprawling legal department, so if something in this policy is unclear or you think we can do better, just tell us. We'd rather have an honest conversation than hide behind fine print.